IMA World Health
  • Operations
  • Washington, DC, USA
  • Regular Full -Time
  • US Based

Senior Procurement Officer

Reports To: Senior Director of Contracts, Grants and Procurement

Classification: Exempt

Job Summary: The Senior Procurement Officer supports the procurement and logistics management for IMA World Health's donorfunded programs. This position is responsible for the procurement of medical supplies and equipment including drugs, various kits, contraceptives, laboratory supplies, and other medical and nonmedical hospital supplies; nonmedical commodities such as office equipment, vehicles, and supplies; all through a competitive process and in line with the established IMA and approved donor procurement policies and procedures. The incumbent will also provide technical support in the area of compliance with donor procurement regulations as needed and be the bridge between international suppliers and IMA World Health incountry project staff, responding to countryspecific inquiries by selected suppliers and providing product information from vendors to incountry project staff; and contribute, through process and systems improvements, to continuing IMA Mission of providing health for all in Developing countries. This position supervises a procurement officer.

Essential Functions:

1. Provide technical and management support with the development of tender related documents that conform to both Donor and IMA World Health procurement policies and procedures.
2. Ensure that all the necessary presolicitation documentation such as duly approved purchase requisition requests are in place prior to placing orders.
3. Obtain competitively sourced vendor quotes in compliance with donor policies and procedures as well as incountry Host Government requirements; Ensure that all the prospective vendors are provided with the same bid information including drug descriptions and quantities and expected delivery times.
4. Review vendor quotes and prepare price comparison analysis as part of the competitive vendor selection process taking into account factors such as drug quantities and strengths to assure evaluation on equal basis; Ensure that all solicitations of bids are clearly described to all prospective bidders and that they are equally given sufficient amount of time to respond to such solicitation.
5. Place orders for the required products/commodities with prequalified international vendors.
6. Ensure IMA World Health staff and the selected vendors comply with donor policies and procedures as well us incountry Host Government requirements.

7. Ensure that all orders placed with international vendors are clearly written with sufficient information regarding contact persons, addresses, quantities and destination of products, special packing requirements, required delivery schedules, special requirements for shipping documents, etc.
8. Ensure that contractual arrangements for all solicitations of goods are clearly understood by prospective vendors to assure that accurate products and quantities are supplied; work with in country program managers to respond to vendor inquiries on product specifications and communicate the correct information as needed; work with country office to assure that only the most responsive bidders are selected.
9. Keep incountry program managers informed of orders placed by downloading and sharing all purchase orders into Goggle Drive; share shipping documents including Bills of Lading, Airway Bills, invoices and packing lists among others with incountry logistics staff so as to assure timely clearance of orders through customs.
10. Follow up with individual suppliers to ensure timely delivery of orders placed; Coordinate with incountry Logistics staff and conduct periodic review of incountry shipment reports to monitor receipt of shipments in preparation for timely payments to suppliers.
11. Review invoices received from suppliers and reconcile them with placed orders to assure that payments are only made for delivered products; Submit payment requests to Accounting and keep the suppliers updated with details of invoices paid; Reconcile IMA payments with Suppliers' Statements of Account.
12. Provide procurement documentation to IMA's auditors and respond to related audit queries during annual organizational audits.
13. Contribute to the implementation of a procurement system that provides the necessary information relating to programfunded procurements.
14. Liaise with the Brethren Service Center Warehouse to manage inventory operations and track inbound delivery of procurements made in the US, Gift in Kind donations and outbound shipments.

Other ProcurementRelated Functions

1.Account for purchases made online through IMA credit card; Apply due diligence in the choice of new online vendors and consult with incountry program staff, the Country Director, the
Department Director and the Chief Financial Officer when necessary to assess possible risks.
2. Establish/maintain/manage relationships with IMA suppliers including soliciting and negotiating quotes; maintaining continuous communication with suppliers including order confirmation, followingup on deliveries and communicating delivery, quality and shelflife problems with the suppliers as they arise.
3. Review field office procurement records to ensure compliance, maintain appropriate purchase documentation and obtain the necessary approvals.
4. Ensure compliance with Patriot Act (USG antiterrorism regulations) by assuring that all vendors are vetted through the established websites for example the Lexis Nexis Bridger Check.
5. Review incountry shipment reports to assure that payments are made upon receipt of all items ordered.
6. Develop and/or assist in developing IMA procurement policies, procedures and guidance documents.

Job Qualifications:

1. Bachelor's degree in Business Administration and/or relevant coursework in Supply Chain Management and/or a minimum of 57 years' experience in international procurement. A Master's degree in Business Administration may be substituted for experience.
2. Specialized training and/or experience related to International Business and/or procurement of pharmaceuticals on the international market with DFID, The World Bank, or USAID programs. Strong working knowledge of USAID, DFID, and World Bank procurement regulations.
3. Analytical skills and ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids required; Competency and experience with spreadsheets required.
4. Ability to prepare procurement reports providing periodic status updates as necessary required.
5. Competence in Microsoft Office applications particularly MS Word and MS Excel strongly required.
6. Relevant knowledge of procurement regulations and policies and procedures for major donor
funded programs including DFID, The World Bank, Global Fund, and USAID.
7. Willingness to international travel when/as necessary.

IMA World Health
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